Administrator - Barry, United Kingdom - Barry Town Council

Description

BARRY TOWN COUNCIL

JOB DESCRIPTION AND EMPLOYEE SPECIFICATION

Job Title Administrator Grade SCP 5-11
(£21,575 - £24,054 per annum)

Reporting To Office Team Leader

Hours 37 hours per week

Working Pattern:

Monday to Friday (with a requirement to work regular evenings for which a set minimum overtime rate of 2 hours per meeting will apply).

Direct Reports - None


Purpose of the Role

To provide administrative support services in a range of areas working in conjunction with other support staff on a multi-tasking basis.

Administrative staff are required to work in a partnership arrangement covering for each other to ensure a seamless level of support to Councillors, Senior Officers and the general public.

Key Duties and Responsibilities

Administrative Office Support
a) To provide administrative support to the Chief Officer (Town Clerk or other members of the senior management team as required;
b) To answer enquires at reception and respond or signpost enquires as appropriate;
c) To answer telephone enquiries, respond and signpost as appropriate;
d) To answer enquires using all forms of communication as appropriate;

f) To open all post, date stamp and distribute

g) To frank and record all out-going mail;
h) To action requests for printing, photocopying, binding and dissemination of information and papers as required;
i) To process letters, agendas, reports and orders for the Chief Officer (Town Clerk) and Deputy (as required);
j) To manage the filing and archiving systems;
k) To effectively use information management systems including general office filing, electronic file management, archiving, databases, other electronic records and hard copy paper records, regularly updating as required in accordance with the agreed standard;
l) To manage the Council Chamber bookings diary electronically;
m) To action follow up administrative tasks from meetings as delegated;
n) To record and transcribe minutes of the Town Council, it's Committees, Sub-Committees, non-standing Committees and Working Parties in accordance with the agreed timescales, ensuring these are completed the day following the meeting and to provide cover for the Office Team Leader in their absence;
o) To set up the Council Chamber to accommodate Committee meetings, external meetings, training courses and events;
p) To order catering requirements for Council events and training courses;
q) To attend as may be required at Civic functions such as Remembrance Day, Mayor Making ceremony and Mayor's Civic Service;
r) To take responsibility for the production and distribution of designated Council meeting agendas.

s) To produce press releases and editorials for the Chief Officer or Deputy Chief Officer as may be required.

t) To process confidential letters, agendas and reports for the Chief Officer and Deputy Chief Officer as may be required.

u) To assist in the control of the stock of stationery, clothing and general supplies and arrange for the ordering of supplies within budget provision in the absence of the Office Team Leader

v) To assist in the supervision of work experience students as required by theDeputy Chief Officer

w) To complete the Planning administration process in the absence of the Office Team Leader


Cemetery Administration
x) The administration of cemetery bookings to include accuracy and completeness of booking forms, to advise the Cemetery Team Leader of the booking, to ensure that the notice of interment is sent to the Funeral Director/family and the completed notice of interment sent to the CemeterySupervisor within the designated timescale;
z) The preparation of purchase deeds for cemetery burials and the transfer of deeds to executors or administrators within the required timescales;
aa) The updating of the headstone inspection register based on forms received from the Memorial Inspector;
bb) The administration and recording of all memorial plaques;
cc) To prepare protocols and procedures for the administration of burials as may be required including the preparation and updating of the staff training manual;

Halls Administration
dd) To handle bookings for the Pioneer Hall & Cemetery Approach Community Centre and ensure that caretaking staff are advised through the compilation of a duty rota to be distributed fortnightly in advance;
ee) Ensuring the receipt of deposit payments for Hall bookings and that full payment is made within the designated payment period.


Events & Communications
ff) To assist Council event planning as required; e.g. organising events, booking venues, ordering goods, risk assessments, registering participants, managing event information, preparing publicity and promotional materials, printing invites, collating responses when requested by the Deputy Chief Officer

gg) To attend Corporate Events as and when requested by the Office Team Leader (evening and weekends);
hh) To assist the Civic Engagement and Events Administrator at Mayor's coffee morning;
i